THE VILLAGES PARROT HEADS EX COMM MEETING MINUTES June 22, 2018

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1 1 Ex Comm Meeting Minutes, June 22, 2018 THE VILLAGES PARROT HEADS EX COMM MEETING MINUTES June 22, 2018 Meeting Called to Order: The June 22, 2018 meeting of the Ex Comm was called to order at 9:00 a.m. by President Lee Caron at ResCare Home Care & Staffing. Ex Comm Members in Attendance: President, Lee Caron; Vice President, Mark Woodland; Treasurer, Larry Roeder; Secretary, Lori Hollister; Outgoing Community Relations Trustee, Steve Larson; Incoming Community Relations Trustee, Rob Ainsley; Retiring Volunteer Coordinator Trustee, Ren Titus; Incoming Volunteer Coordinator Trustee, Ross Irlam; Events Coordinator, Skip Todd; Membership Director, Danny Roe and Outgoing Media Trustee, Bob O Neal Ex Comm Members Absent: None Proxy Holders in Attendance: None Guests in Attendance: Glenny Kinder, Paul Kinder, Sue Caron, Lisi Ortiz and Maryann Kiernan In-Coming Ex-Com Members: o June Election Results: Elections Chair Paul Kinder submitted the election results as follows: President: Lee Caron Treasurer: Larry Roeder Membership Director: Danny Roe Community Relations Trustee: Rob Ainsley Media Trustee: Steve Larson Interim Volunteer Trustee: Ross Irlam Thank You to Outgoing Ex Comm Members: Pres. Lee thanked Bob O Neal for his dedication and service to the Club and to the Ex Comm as Media Trustee, and Steve Larson for his dedication and service to the Club and to the Ex Comm as Community Relations Trustee, and welcomed Rob Ainsley to the Ex Comm as the newly affirmed Community Relations Trustee and Steve Larson as the newly affirmed Media Trustee. Pres. Lee also thanked Ren Titus for his years of dedication and service to the Club and to the Ex Comm as Volunteer Coordinator Trustee, and welcomed Ross Irlam to the Ex Comm as the duly appointed and affirmed interim Volunteer Coordinator Trustee through December Minutes of Previous Ex Comm Meeting Lori Hollister: o The Minutes of the May 18, 2018 Ex Comm Meeting were circulated to the Ex Comm Members electronically by Secretary Lori. Motion: Steve moved to accept the Minutes of the May 18, 2018 Ex Comm Meeting as submitted. Bob seconded the Motion and it carried The approved Ex Comm Minutes will be posted on the Club s website. Financial Report Larry Roeder: o Larry distributed the May 2018 Profit & Loss Statement, Balance Sheet, and Encumbered Funds Report electronically. The Profit & Loss Statement reflected a loss to the Club in May of $4,937 mostly as a

2 result of expenses for the Club s birthday bash in Homosassa, and a net loss to the Club in May of $5,785. Year-to-date net profit to the Club is $30,565. No donations to charity were made in May Motion: Ren moved that the May 2018 Profit & Loss Statement be accepted as presented subject to audit. Mark seconded the Motion. The Motion carried o The Balance Sheet as of May 31, 2018 reflected $58, total cash in the Club s BB&T checking and savings accounts, and $60, in total assets. o Larry spoke to BB&T about CD rates. An 11-month CD is paying 2% interest and Larry suggests that he take $15,000 out of the Club s savings account and put it into an 11-month CD. Motion: Bob moved that Larry be authorized to move $15,000 from the Club s BB&T savings account into an 11-month CD with BB&T. Danny seconded the Motion and it carried o The Capone trip resulted in $205 profit because of 2 seat cancellations that were resold. o The Encumbered Funds Report through May 2018 reflected encumbered funds of $33,047, with total cash of $58,789, total free cash of $25,742 through May 2018, and $24,545 available for future Club donations. Membership and Attendance Danny Roe: o Danny reported that the Club had 1,137 total active members as of June 20, 2018, including 34 new members and 6 renewals during the month of June o Danny reported that 358 members have not renewed their membership. o The Club had 421 new members in Through June 2018, the Club has welcomed 276 new members. As a result, Danny requested the Phins Up Shop order more club shirts and hats. Volunteer Trustee Ren Titus: o Attendance: Ren presented his attendance report through the 2 nd Mallory Phlocking on June 20, Attendance numbers are as follows: Phlocking Attendance: Palmer 119 (141 in May 2018) Mallory #1 187 (145 in May 2018) Mallory #2 203 (172 in May 2018) Average: 170 (153 in May 2018) o Ren reported that the volunteer hours in May 2018 were 2,083, including 1,221 charity hours, and are on target for Internal Events Trustee Report Mark Woodland: o August 21, O Clock Somewhere: Mark has confirmed the next 5 O Clock Somewhere will be held at Havana Country Club beginning at 3 pm on August 21, Music will be from 3 to 6 pm by Retro Express. o August 3-4, 2018 Leadership Conference: Mark presented a budget for the Leadership Conference hosted by our Club. The budget includes the room rental and a continental breakfast on Saturday, pool party set-up, entertainment from 6 to 9 pm on Friday by Mike & Terri, and from 6 to 9 pm on Saturday night by Hollywood & The Tropics. All Club members are welcome and encouraged to attend the parties. No coolers or outside food or drinks will be allowed at the pool parties and he will need Club security. 13 hotel rooms at the Waterfront have been booked to date. A discussion was held regarding the purchase of Tervis tumblers to include in the goody bags to be distributed to attendees, along with name badges and lanyards. It was agreed that Mark would order 100 tumblers, and any not given to conference attendees would be sold. The increase to 100 tumblers increases the amount requested from the Club for the 2018 Leadership Conference to $3, Ex Comm Meeting Minutes, June 22, 2018

3 Motion: Mark moved that the budget presented to the Ex Comm members be amended to reflect 100 Tervis tumblers to be ordered, an increased amount for goody bags, badges and tumblers from $1,100 to $2,000, and that the total amount requested from the Club for the August 3-4, 2018 Leadership Conference of $3,640 be approved. Danny seconded the Motion and it carried Mark proposes a pub crawl on Saturday following the Conference to Cody s, RJ Gator s, Guy Fieri s, and the Lighthouse. Mark would like to have Ex Comm members at each of the locations to encourage attendees to return to the Waterfront for the pool party beginning at 6 pm. A flyer with a map showing events and locations will be included in the goody bag. External Events Trustee Report Skip Todd: o August 23, 2018 John s Pass Bus Trip: Skip presented a flyer for the bus trip, with tickets to start selling at the July 5, 2018 Palmer Phlocking. Motion: Steve moved that the Ex Comm approve the August 23, 2018 John s Pass bus trip and the flyer as presented by Skip. Bob seconded the Motion and it carried o November 14, 2018 Ybor City Bus Trip: Details will follow. o March 17, 2019 Savannah, GA Bus Trip: Details will follow. o May 25, 2018 Capone s Dinner Show: Skip reported that the event is sold out. o September 11, 2018 Blood Drive: Skip said that sign-ups would start at the Palmer Phlocking on July 5 th. o November 11, 2018 Blood Drive: Skip received approval to hold the blood drive at Fire Station 44. RJ Gator s is also willing to do a pint for a pint. Media Trustee Bob O Neal: o Newsletter: Bob has turned over the July newsletter to Steve Larson. o Club Website: Bob reported that a new assistant webmaster has been secured. Her name is Christine Pusch and she is a Microsoft certified solutions expert. Bob recommends we present a special award to Jack Casto for his 10 years of dedication to the Club as its webmaster, and 3 additional years as assistant webmaster. Motion: Bob moved that, in recognition of his years of service to the Club, the Club make Jack Casto a Parrot Head member for life beginning in 2019 and present him with a plaque when he returns to The Villages in August. Steve seconded the Motion and it carried Community Relations Trustee Report/Charitable Donations Steve Larson: o Charitable Giving Report: Steve distributed the Charitable Giving Report. $2,500 was donated to Deliver the Difference in June o 2018 Giving Plan and Donation Request: Based upon the 2018 Giving Plan, there remains $15,000 remaining for distribution during the second half of Steve received a letter from Community Medical Care Center which provides free medical and dental care to people living below the poverty level. Steve has vetted this charity and recommends we provide them with a donation of $450 for lab fees for 1 person in need of dentures. This is a local charity and one of our Club members volunteers there. Motion: Ren moved that the Club donate $1,000 to Community Medical Care Center which will cover the lab fees for two (2) sets of dentures. Mark seconded the Motion and it carried by a majority vote with Danny opposed. 3 Ex Comm Meeting Minutes, June 22, 2018

4 Old Business: o The Villagers For Hospice Update: The Villagers for Hospice has paid off the Club s $23,000 remaining balance of the total $100,000 donation for the naming rights to the music room to be included in the new Cornerstone Hospice building. The Club will pay the remaining $23,000 to The Villagers for Hospice, and the proceeds of our golf tournament will be donated to The Villagers for Hospice. However, the group will be changing their name and their focus to other hospice groups besides Cornerstone. The Villagers for Hospice will now be known as Villagers Life Care Advocates, Inc. and more information will be coming out in the future from the group. They will expand services beyond simply care to include support groups, etc. Bob recommends we add the new entity to our charitable giving budget for the future. Danny reported that Cornerstone may not build the addition or a music room but instead hold the Club s $100,000 donation for the foreseeable future. o Volunteer Appreciation Party: Mark advised that Dangerous Dave has been hired to play at the Volunteer Appreciate Party in January at Cody s in Brownwood. New Business: o June Election Results: Elections Chair Paul Kinder submitted the election results as follows: President: Lee Caron Treasurer: Larry Roeder Membership Director: Danny Roe Community Relations Trustee: Rob Ainsley Media Trustee: Steve Larson Interim Volunteer Coordinator Trustee: Ross Irlam Following the Mallory #2 Phlocking, the original certification of the election results for the June 2018 election will be filed with these Minutes. The Club members affirmed at the June 6, June 11, and June 20, 2018 Phlockings those members running unopposed, as well as Ross Irlam as the interim Volunteer Trustee effective July 1, o August 26, 2018 Annual Pool Party: Lisi Ortiz, Chair of the event, distributed a proposed budget and flyer for Ex Comm consideration. The committee plans to sell 225 tickets and a room at Seabreeze Rec Center has been reserved in the event of inclement weather. Tickets will go on sale at the July 5, 2018 Palmer Phlocking. The party is limited to adults and Club members only. Motion: Steve moved that the Ex Comm approve the flyer and the budget for the August 26, 2018 Annual Pool Party as presented. Mark seconded the Motion and it carried o New Member Table: Danny proposes that the Club purchase a round table, and that Ren, along with Gypsy Ginchereau and Carolyn Barger, staff this separate table designated for new members. New members will be given a business card with their names and contact information in the event new members have questions. Motion: Danny moved that the Club purchase a round table for the Phlockings to be designated for new members only and staffed by Ren Titus, Gypsy Ginchereau and Carolyn Barger as a way to get more information about the Club to our new members. Mark seconded the Motion and it carried o Phlockings, New Member Dance & 50/50 Drawing: Mark would like to move the new member dance up to 5 pm and then have the 50/50 drawing at 5:45 pm, subject to weather. Ren recommends that the tables do not come down until Danny directs the volunteers, subject to weather, because when the tables come down, members leave, and the band/music is being paid to play until 6:30 pm. Mark will announce at the Phlockings that the band/music will continue to play until 6:30 pm. o Open Club Positions: A discussion was held about the new Security & Code Enforcement Officer position, and the opening for the Member Advocate position, and whether these positions should be 4 Ex Comm Meeting Minutes, June 22, 2018

5 advertised to members. It was discussed that these positions are filled at the discretion of the Ex Comm by appointment, not election. Because these are not elected positions, they do not need to be advertised to Club members as open positions. o New Club Shirts: Glenny would like to restock shirts for the Phins Up Shop including ladies tank tops, men s shirts, and ladies V-neck shirts. Motion: Ren moved that Glenny be authorized to order a minimum of 60 ladies tank tops, 36 men s shirts, and 36 ladies V-neck shirts. Danny seconded the Motion and it carried o Cost of Music at Phlockings: Sandi Senator, the Club s Music Chair, recommends that the Club increase the amount paid to musical groups of 2-3 people from $250 to $275. Motion: Mark moved that the Club increase the amount paid to musical groups of 2-3 people who play at our Phlockings and events from $250 to $275. Bob seconded the Motion and it carried o Mark Jacobs Presentation: Guest Mark Jacobs made a presentation to the Ex Comm regarding his business organization called The Villages Volunteers. Announcements: The next Ex Comm meeting will be held on Friday, July 20, 2018 at 9:00 a.m. at Rescare Home Care & Staffing in Pinellas Plaza, 2472 Burnsed Boulevard. Motion to Adjourn: Bob moved that the June 22, 2018 Ex Comm Meeting be adjourned at 11:32 a.m. Ren seconded the Motion and it carried (Signed) Lori Hollister Secretary 5 Ex Comm Meeting Minutes, June 22, 2018